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              ​United Taxidermist Association

Board Meeting via Teleconference

United Taxidermist Association

June 21, 2017

Chairman Garland Lessley called the meeting to order at 2:00 pm M.S.T.

Roll Call
Present                                                                       Absent                                                                                   
Garland Lessley - Chairman                                    Grant Gavin                                                   
Bob Prewitt – Secretary                                           Terry Bennett                                                 
Craig Lewis – Treasurer                                           Manny Chavez
Jeff Whitlock                                                              
John Jennings

Approval of the Agenda
A motion was made by Craig and seconded by Bob to approve the agenda.

Motion passed.

Approval of May 17th, 2017 regular meetings minutes
A motion was made by Craig and seconded by John to approve the May 17th, minutes as presented.

Motion passed.

Chairperson’s Comments
No comments

Reports:

Treasurer’s Report
Report was emailed to all BOD.  Craig suggested a good way to raise funds would be to auction off workshops again.  There was a nice return the last time these were auctioned.  He has talked to a few individuals, who have offered up a workshop. 
A motion was made by Bob and seconded by John to ratify the checks from the Treasurer’s report.

A motion was made by Bob and seconded by John to ratify the checks from the Treasurer’s report.


Motion Passed. 

Website Report
The following pages were added:  UTA Mission Statement, UTA By-Laws, UTA Certificate of Corporation, EIN Number, Statement of Personal commitment, Code of Conduct

New Artisans Award receipents:
Jerry Huffaker – OK, Jeff Crawford – PA, Casey Watterson – WV, and Matt Diemer - OH

New Articles:  KAT and UTA (2009)

Credit Card:  Added address fields to credit card checkout process, researching shopping cart functionality for 2018 Expo and spoke with Cole Cruickshank about website error where the redirect from the credit card page back to the UTA website wasn’t working.

Mobile Friendly:  There are still a few items on the website that aren’t mobile friendly.  The graphics on the home page are too large and slow the page load.  Need to optimize home page for a fast load.  Maybe remove the graphics and/or other sections.  The ‘Join Today’ page looks ok on a desktop but not on a smartphone.  If there are other pages please let me know.

Marketing committee
Post Card:  John stated postcards were mailed via Vistaprint between June 6th and 12th.  Bob mentioned that there have been postcards returned and individuals mailing us copies of their checks indicating that they have already renewed with us.  Apparently, an older membership list was used to mail the postcards.  John also stated returns on the email renewal correspondence so he will send a list to Bob so he can update the Master members list.

Table Tents:  There were 100 Table tents ordered for sponsors/business members to display on trade show tables.  The quality wasn’t as nice as expected – grainy graphics/logo.  Paper stock thinner than expected.  Updated the logo using the raw Photoshop file.  In the future, will ask Minuteman Press for a proof prior to running a batch and mailing.  Received two proofs back – one on 80# stock and one on 100# stock.  The new logo looks great however the back side graphic still leaves something to be desired.

Membership committee
Because of the return address issue, Bob will send all the return address previous members to all the board of directors so they can see if they can contact any of them.  Craig mentioned to put the names of these individuals on our website with the hope they will renew and update their information.

Be Bear Aware\Wolf Report
Absent.

Artisan Award committee
Garland has 4 more to send out and they should arrive to him within 2 weeks.  He asked the girl who has the master mold of the medallion for the lifetime placques to make a mold and sent it to him to make sure it is still serviceable.  If so, Garland will try and make a mold to save some money. Bob mentioned that the UTA name is inconsistent through different marketing avenues that we have.  The spelling of Taxidermist sometimes is plural in our name.  Craig stated the incorporation documents are singular, therefore all future spelling should be singular.

Donations/fundraising committee
Jeff said no change. Craig mentioned a way to raise money is to offer workshop classes again on TaxiNet.  We’ve had many individuals offer up their time to help us raise money.  Tony Finazzo has organized and managed the bidding of these workshops in the pass and said he was willing to do so again.  Craig asked Bob to contact Tony and give him some of the names of people that he has talked too.

International Director Report
Absent.  

International Ambassador
Absent.

Old business:
2018 Expo Venue Oklahoma
All board members that went to the 2018 OK show were happy with the venue.  Other than a few minor inconveniences.

John mentioned that the Midwest City Visitors and Convention Bureau can also help with planning for pre-and-post convention tours, site inspections, convention events, and spouse and children programs. Welcome bags filled with a variety of state and local information and promotional items are always available upon request as a special treat for your group.

He sent email request for what resources can be made available to the UTA and OK show.  Signed up for all of the snail mail materials.  No email response yet.  Garland said when John starts to get stuff back to let him know.
 

New business:
Treasurer Bookkeeper
Craig sent out the contract to the BOD and asked if they were ok with the language of the contract.  No one had any additions or changes to be made.  Therefore, Craig asked for a motion to approve the contract as written.

In addition, this position will take place in October 2017.  In the meantime, Craig will start to forward documents to Susan Prewitt noting IRS guidelines requires 7 years of documents to be kept. 

A motion was made by Craig and seconded by Jeff to approve the bookkeeper contract.

Motion Passed. 

Craig mentioned that Susan Prewitt, the wife of board member Bob Prewitt, was willing to take over the bookkeeping function for the UTA, because of a conflict of interest, a motion needs to be made and approved so not to violate the Conflict of Interest policy.

A motion was made by Craig and seconded by John to approve Susan Prewitt to be the bookkeeper. 

Motion Passed. 

Bob Prewitt recuses himself from participating in the above bookkeeper motions.
 
John mentioned the credit card process will need to be updated with the “new” bank account information.  Craig stated as soon as the “new” bank account is opened, the credit card account should be linked to it.  Also during this transition, Columbia bank will stay open for a period of time with a minimal amount of money to cover any incidental expenses.  Craig mentioned as soon as a “new” bank is selected, he will send money to open the account. John also mentioned that Susan will need access to the credit card account as well.

Craig mentioned that a vote and approval of the check signers is needed to open a “new” bank account.  He recommended 3 check signers and one should be Bob Prewitt since he is local. 

Designated check signers:
Susan Prewitt
Robert (Bob) Prewitt
Garland Lessley

A motion was made by Craig and seconded by John that the above mentioned individuals will be the check signers. 

Motion Passed.

Honorary Lifetime Membership
Craig recommends giving Ken Edwards an Honorary Lifetime Membership because he has been a strong supporter of the UTA over the years. 

A motion was made by Craig and seconded by Bob to give Ken Edwards an Honorary Lifetime Membership.
 

For the Good of the Order:
Craig mentioned the election coming up in September and that we all should be looking and talking with people about joining our board in their respected regions. 

Bob confirmed the open board positions available in September; South West, Upper Midwest, Northwest, and Member At Large.

Craig mentioned using the same CPA for this election as in the past who will send out and collect ballots and write the report.  Bob will send Craig the current 2017 membership list that will be used.  Member At Large position goes to all current memberships and all other positions go to their respective regions.


A motion to adjourn was made by Craig and seconded by Garland at 2:56 pm MST.

Next meeting on July 19th, 2017 time of call at 2:00 pm MST.